Privacy Policy

How we respect privacy when we deal with personal information collected by our organisation

Voices From Care Cymru are Wales’ national independent organisation, who are dedicated to upholding the rights and welfare of children and young people who are or have been looked after. We exists to improve the lives of care experienced children and young people in Wales. We achieve this by being an independent voice for care experienced children and young people in Wales.

This Privacy Policy applies to information Voices From Care Cymru collects about individuals who interact with our organisation. It explains what personal information we collect and how we use it.

If you have any comments or questions about this notice, feel free to contact us at:
Address: Voices From Care Cymru
45 The Parade
Cardiff
CF24 3AB
Telephone: 02920 451431
Email: info@vfcc.org.uk

1. Personal data that we process

The following table explains the types of data we collect and the legal basis, under current data protection legislation, on which this data is processed.

PurposeData (key elements)Basis

 

Enquiring about ourorganisation and itswork – Advice & SupportName, email, message, telephoneLegitimate interests – it is necessary for us to read and store your message and contact details so that we can respond in the way that you would expect.
Enquiring about ourorganisation and itswork – Participation & EngagementName, email, telephoneConsent – you have given your active consent to opt-in to receive information about the activities we run.
Recruitment (current)Name, email, telephone, address, education and employment history, NI numberLegitimate interests – it is necessary for us to store your this information for the recruitment process.
Recruitment (future)Name, email, telephone, addressLegitimate interests – you have given us this information so that we can make you aware of future job vacancies.
Using photos or videos of people for website, publications or other mediaPersonal image, video recordingsConsent – you have given your active consent for us to use photos or video recordings.
Making a donationName, email, address,payment informationLegitimate interests – this information is necessary for us to fulfill your intention of donating money and your expectation of receiving a confirmation message.
Signing up through an expression of interest formName, email, telephone, address, emergency contact details, social mediaConsent – you have given your active consent to opt-in to take part in activities we run.
Website functionalityWebsite activitycollected throughcookiesLegitimate interests- it is necessary for us to store a small amount of information, usually through cookies, to deliver functionality of the website that you would expect.

2. How we use your data

We will only use your data in a manner that is appropriate considering the basis on which that data was collected, as set out in the table at the top of this policy.

For example, we may use your personal information to:

  • reply to enquiries you send to us;
  • handle donations or other transactions that you initiate;
  • where you have specifically agreed to this, send you information about our activities by email relating to our work which we think may be of interest to you.

3. When we share your data

We will only pass your data to third parties in the following circumstances:

  • you have provided your explicit consent for us to pass data to a named third party;
  • we are using a third party purely for the purposes of processing data on our behalf and we have in place a data processing agreement with that third party that fulfils our legal obligations in relation to the use of third party data processors; or
  • we are required by law to share your data.

In addition, we will only pass data to third parties outside of the EU where appropriate safeguards are in place as defined by Article 46 of the General Data Protection Regulation.

4. How long we keep your data

We take the principles of data minimisation and removal seriously and have internal policies in place to ensure that we only ever ask for the minimum amount of data for the associated purpose and delete that data promptly once it is no longer required.

Where data is collected on the basis of consent, we will seek renewal of consent at least every three years.

Website cookies will be kept for one year (see 6.b)

5. Rights you have over your data

You have a range of rights over your data, which include the following:

  •  Where data processing is based on consent, you may revoke this consent at any time and we will make it as easy as possible for you to do this (for example by putting information on how to unsubscribe at the bottom of all our emails about activities).
  • You have the right to ask for rectification and/or deletion of your information.
  • You have the right of access to your information.
  • You have the right to lodge a complaint with the Information Commissioner if you feel your rights have been infringed.

A full summary of your legal rights over your data can be found on the Information
Commissioner’s website here: https://ico.org.uk/

If you would like to access the rights listed above, or any other legal rights you have over your data under current legislation, please get in touch with us.
Please note that relying on some of these rights, such as the right to deleting your data, will make it impossible for us to continue to deliver some services to you. However, where possible we will always try to allow the maximum access to your rights while continuing to deliver as many services to you as possible.

6. Website

a. Comments

When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.

An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.

b. Contact forms and Cookies

A cookie is a small file of letters and numbers that is downloaded on to your computer when you visit a website. Cookies are used by many websites and can do a number of things, eg remembering your preferences, recording what you have put in your shopping basket, and counting the number of people looking at a website.

If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.

c. Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracing your interaction with the embedded content if you have an account and are logged in to that website.

d. Usage tracking

Where cookies are used to collect personal data, we list these purposes in section 1 above, along with other personal data that we collect. However, we also use some cookies that do not collect personal information but that do help us collect anonymous information about how people use our website. We use Google Analytics for this purpose. Google Analytics generates statistical and other information about website usage by means of cookies, which are stored on users’ computers. The information collected by Google Analytics about usage of our website is not personally identifiable. The data is collected anonymously, stored by Google and used by us to create reports about website usage. Google’s privacy policy is available at http://www.google.com/privacypolicy.html.

e. What rights you have over your data

If you have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

f. Where we send your data

Visitor comments may be checked through an automated spam detection service.

7. Modifications

We may modify this Privacy Policy from time to time and will publish the most current version on our website. If a modification meaningfully reduces your rights, we’ll notify people whose personal data we hold and is affected.

Last reviewed May 2018